5 Microsoft 365 Features You’re Not Using (But Should Be)

Microsoft 365 has become a cornerstone for businesses around the world. Whether it’s for email, document collaboration, or cloud storage, many of us use it daily—often without realizing just how powerful it really is. But did you know there are built-in features that can transform how your team works, without the need for extra tools or subscriptions?

Here are five hidden gems within Microsoft 365 that you might not be using yet—but definitely should be:

1. Microsoft Lists: Your Organisational Powerhouse

If you’ve ever used Excel to track projects, inventories, or tasks, you know how useful spreadsheets can be. But Excel can be more complex than necessary for simple tracking needs. Enter Microsoft Lists—a user-friendly way to manage, track, and share information with your team.

Think of it as a more intuitive version of Excel, designed for collaboration. With Lists, you can create custom views, set reminders, and even automate workflows. It integrates seamlessly with Microsoft Teams and SharePoint, making it ideal for managing projects, assets, or employee data.

2. Microsoft Planner: The Simple Project Management Tool

Many businesses rely on complex project management tools, but sometimes simplicity is key. Microsoft Planner is a straightforward, visual task management tool that integrates directly with Microsoft Teams.

You can assign tasks, track progress, and ensure nothing slips through the cracks. Best of all, it’s included in your Microsoft 365 subscription—no need for third-party tools like Trello or Asana. Whether you're managing a team or organizing personal projects, Planner keeps everything on track.

3. OneNote: The Digital Notebook You’ve Been Missing

Still jotting notes on paper or scattered apps? OneNote might just change your workflow.

More than a basic note-taking app, OneNote acts as a digital notebook that syncs across all your devices. Use it to record meeting notes, brainstorm ideas, or manage to-do lists. You can even embed documents, links, and images—making it a powerful tool for staying organized and clutter-free.

4. Microsoft Power Automate: Automate Your Repetitive Tasks

If you find yourself repeating the same tasks daily, Microsoft Power Automate can help. This tool lets you automate workflows across Microsoft 365 and hundreds of third-party apps.

From saving email attachments to SharePoint, to creating tasks in Planner from flagged emails, Power Automate saves time and reduces manual work. No coding experience is required, and it integrates with tools you already use.

5. MyAnalytics (Now Viva Insights): Your Personal Productivity Coach

Staying productive in a busy work environment is tough. MyAnalytics—now part of Microsoft Viva Insights—offers personalized insights into how you spend your time at work.

It tracks focus time, collaboration hours, and after-hours work habits, then provides data-driven suggestions to improve your productivity and well-being. Think of it as a built-in productivity coach helping you work smarter, not harder.

Why These Features Matter

All of these tools are already included in your Microsoft 365 subscription. By using them more effectively, you can boost productivity, enhance collaboration, and reduce reliance on third-party apps.

Now’s the perfect time to explore these features—they’re ready and waiting. So, what’s stopping you?

For tailored advice on getting the most out of Microsoft 365 and other IT solutions, contact our team at generalinfo@sdstech.co.za. We’re here to help optimize your business systems!